Birgit Kuester March 31, 2021 Proposal
Break up gray pages of solid type with bullets and lists that draw the reader`s eye to important points. Keep margins fairly wide (1½" is sufficient) to enable your audience to make notes. Number the pages so that you can easily direct your listeners to particular information.
If you are replying to an RFP (Request for Proposal) or applying for a specific grant, you need to follow any instructions specified in the RFP or grant application as precisely as possible. An RFP response typically requires combining government agency forms with topics you need to write from scratch - based on what the RFP asks you talk about.
Write conversationally. Brief but complete should be your goal. Even if your subject is highly technical, imagine that the person to whom you are writing is sitting across the table from you as you write and you are speaking directly to him or her. We are all a little more careful-more formal-when we write than when we speak, but it serves no good purpose to use flowery language and unnecessarily obscure or pretentious terminology. If there is any doubt whatsoever in your mind that a word or phrase might be misunderstood or foreign to your audience, define it. Those persons who are already familiar with the term will not be offended. Write in complete sentences as much as possible, even when listing numbered or bulleted points.
Depending on what you are proposing, the readers you want to target might be members of a grant committee, potential students, parents of students, teachers, school administrators, a loan committee, or a governmental organization. It is important to consider them carefully, and tailor your information to them. What do they want to know? What concerns might they have? Are there scheduling or budget restrictions? At the very least, this client-oriented section should have a Requirements page that summarizes what they have asked for, or what you believe they need. You may also want pages like Schedule, Deadlines, Limitations, Budget, Goals, Considerations, Special Needs, and so forth, to describe in detail your understanding of what the client needs. This is not yet the time to brag about your proposed program or your organization. Keep this section focused on information about what the client wants or needs.
Similarly, if you encounter strong objections to the total cost, ask which parts of the proposal your audience thinks may be beyond its budget. Be prepared for some on-the-spot negotiations that will enable you to eliminate or make substitutions for items that are not deemed essential by your client or supervisor. Going into a proposal presentation without knowledge of alternatives is extremely disadvantageous for you and makes you appear unprepared.
When the day arrives for your presentation, make sure that all the decision makers will be in attendance. Call ahead the day before and ask whether anyone will not be present. If you know their names, read the list to your primary contact. Because missing persons might later receive the actual attendees interpretation of the meeting in place of your carefully planned presentation, it is best to have everyone in the same room at the same time. If that does not seem to be feasible, ask to reschedule the presentation date until all concerned can attend. Ten o`clock in the morning is usually the most opportune time for an hour-and-a-half to two-hour meeting; Friday afternoon is the least favorable.